radio amateur civil emergency service amateur radio

LCRBP-001-04-2006 Revision 1 February 2011 of 15

Radio Amateur Civil Emergency Service

Amateur Radio Emergency Service

Lake County, Illinois

Board Policy Manual


Table of Contents

1. Base Policy Philosophy and Guidelines Page 3

2. Base Policy Adoption signature sheet Page 4

3. Board Policy LCRBP-002-04-2006 Lake County EMA ID Cards Page 5

4. Board Policy LCRBP-003-06-2006 Certified Digital Operators Page 7

5. Board Policy LCRBP-004-06-2006 RACES Pagers Page 9

6. Board Policy LCRBP-005-01-2011 Equipment Use and Accountability Page 12

7. Board Policy LCRBP-006-xx-20xx





The Board's primary function is to establish policy and designate responsibility for the execution and

implementation of policy. Policy statements shall constitute the basic method by which the Board exercises its

leadership in the operation of the Lake County RACES / ARES Group.

While reserving unto it the authority and responsibility to determine and adopt policies, the Board believes and

encourages interested persons to identify policy problems, issues, and needs, and to participate in certain stages

of the policy-making process. The Board believes in a regular evaluation and review of the effectiveness of its

policies.

GUIDELINES

Board policies will be developed within the following framework:

1 The development and adoption of new policies and the revision of existing policies are the responsibility

of the Board.

2 The Board delegates to the Radio Officer or his designee the responsibility for drafting all new and

revised policy statements which shall be submitted to the Board for approval.

3 Key policies should be written, clearly defined, and be based on the Board's philosophy, with a thorough

understanding and appreciation of local needs.

4 Board policies will be reviewed periodically and revised, if necessary, to meet changing needs. Policy

development is a continuous, never-ending process.

5 Policies will be developed using a common format comprising:

POLICY:

The policy is a philosophically-based statement that is goal oriented and establishes a direction

for future action.

GUIDELINES:

Guidelines further define the framework within which the organization can discharge the policy with

positive direction and may include items of a regulatory nature.

PROCEDURES:

Procedures are statements of who does what, how and in what sequence. Procedures may be

mandatory or discretionary.

POLICY PROCEDURES

The following steps will be taken in developing new policies or revising existing policies:

1 Suggestions for policy development or review may be initiated by the Board or any member of Lake

County RACES / ARES Group

2 The Board will review the suggestions for policy development, and, if they accept the need, direct the

Radio Officer to facilitate the development of a draft policy.

3 The draft policy will be developed and reviewed through a policy committee (if deemed needed)

consisting of persons appointed by the Board.

4 The draft policy will then be reviewed by the Board.

5 The policy will be adopted by vote at a regular Board Meeting


Base Policy LCRBP-001-04-2006 Adoption Signature Sheet

Whereas we the undersigned known as the Lake County RACES / ARES Board do

hereby adopt this document to be known as the Board Policy Manual this 17th day of

April 2006.


Board Policy LCRBP-002-04-2006 Lake County EMA ID Cards

Policy

Effective January 1, 2007 all Lake County RACES / ARES® members that wish to participate in Emergency

Communications Events must process a Lake County EMA ID card. The Lake County EMA ID card will be

required to gain access to restricted event areas.

Guidelines

To ensure a higher level of knowledge and proficiency when operating during an Emergency Communications

Event certain self study courses are required to obtain a Lake County EMA ID card. Those courses currently

required are: IS-100 Introduction to Incident Command System IS-200 ICS for Single Resources and Initial

Action Incidents IS-700 National Incident Management System ( NIMS ) An IntroductionIS-800 National

Response Framework, An Introduction ARRL EC-001 ARRL Level 1 Amateur Radio Emergency

Communications

Procedures

Each member is responsible for completing the required course work. The required courses may be

completed in any order. Upon completion of a course, a copy of the course agencies certificate must be filed

with the Lake County RACES / ARES® Secretary. The Secretary will maintain a list of all members’

certifications. It will be the member’s responsibility to ensure that his / her certifications have been entered

in the in the list through verification of periodic list publications.


Policy LCRBP-002-04-2006 Adoption Signature Sheet


hereby adopt this document to be known as the Sheriff’s ID Cards this 17th day of April

2006.


Policy LCRBP-002-04-2006 Revision 1 Signature Sheet

Whereas we the undersigned known as The Lake County RACES / ARES® Board of

Directors do hereby adopt this document to be known as the Lake County EMA ID

Cards this 21st day of February 2011.


Board Policy LCRBP-003-06-2006 Certified Digital Operators

Policy

Effective June 1, 2006 all Lake County RACES / ARES members that wish to operate specific Digital

Modes during an Emergency Communications Event, must possess a current certification in the Digital

Mode they are to operate. In order to be assigned to operate a Digital Mode or be issued Lake County

RACES/ARES Digital Equipment, the member must possess current certification for that assignment and

equipment.

Guidelines

To ensure a higher level of knowledge and proficiency when operating any Digital Modes during an

Emergency Communications Event, the Lake County RACES / ARES Digital Committee will establish

proficiency standards and expectations for operating any Digital Mode required by the Lake County

RACES / ARES Group.

The Digital Committee will collaborate with the Lake County RACES / ARES Training Officer to

provide the essential training and testing needed to obtain any required Digital Mode Certification.

Procedures

Each member is responsible for completing the course work offered for a Digital Mode they wish to be

certified in. Upon completion of a course, a copy of the course certificate must be filed with the Lake County

RACES / ARES Secretary. The Secretary will maintain a list of all members’ certifications. It will be the

member’s responsibility to ensure that his / her certifications have been entered in the in the list through

verification of periodic list publications.




hereby adopt this document to be known as the Certified Digital Operators this 15th day

of May 2006.


Board Policy LCRBP-004-06-2006 RACES Pagers

At the January Board of Directors meeting it was decided that the pager

program would be terminated at the end of the current contract in March

of 2011. This policy is no longer valid.

Policy

In order to assist the Lake County RACES / ARES Group to operate within its budget, Effective June

1, 2006 all Lake County RACES / ARES members that wish to lease a RACES pager will conform to

the following guidelines and procedures.

GUIDELINES

All Lake County RACES / ARES members in good standing may lease a pager on a yearly basis.

The cost to lease a pager is determined on an annual basis and the amount will be announced as

necessary or can be obtained from the Treasurer. Payment can be made semi-annually or annually. The

billing cycle begins on April 1 of each year. Payment should be made to the Treasurer.

A one-time security deposit equal to the pager insurance deductible is required at the time a pager order

is placed. The deposit will be refunded to a member in good standing upon return of the pager in good

working order. The security deposit will be forfeited if the pager is lost, stolen or damaged. A new

security deposit will be required for a replacement broken or damaged pager.

R.A.C.E.S. members who currently lease a pager will be invoiced for the one-time $35.00 security

deposit on June 1, 2006.

Pager fees which are 60 days past due will result in the pager being disconnected.

Procedures

R.A.C.E.S. members wishing to lease a pager must complete a Pager Request form available from the

Treasurer. Along with contact information, the Pager Request Form will allow the member to select

their payment plan option.

Upon receipt by the Treasurer of a completed pager request form along with payment of the security

deposit and appropriate fee for the payment plan selected by the member, the Treasurer will instruct the Pager Coordinator to issue a pager to the member.




hereby adopt this document to be known as the RACES Pagers this 15th day of May

2006.


Board Policy LCRBP-005-01-2011

Equipment Use and Accountability

Policy

Effective February 1, 2011 all Lake County RACES / ARES® members that wish to operate specific

equipment and modes during a non-Emergency Communications Event, must possess a current

accreditation and approval that they are qualified to operate such equipment and that they agree to

adhere to this policy.

Guidelines

To ensure a higher level of knowledge and proficiency when operating any equipment in the EOC

during a non-Emergency Communications Event, the Lake County RACES / ARES® Board/Mentor

will establish proficiency standards and expectations for operating any equipment owned by the Lake

County RACES / ARES® organization. An access key carrying board member must be assigned to the

activity and be available to grant access to the EOC. The board can assign a responsible

mentor/designee the responsibility of maintaining control of the facility during the activity. At the end of

the activity the board member or mentor/designee responsible for the activity is required to be there at

the close of the activity to ensure the facility and equipment is left in a serviceable state and that any

problems have been reported to the board either by phone or email so that corrective actions can be

undertaken. It is also agreed to that at no time will any door be propped open and the facility left vacant.

Once they leave they will require board key access to re-enter the facility. It is also understood that if 911

center staff advises that we are causing interference with their systems that immediate termination of all

transmissions will occur and that the mentor/designee be notified immediately.

Procedures

Any current paid member of the organization may make a written request to any board member. The

request must be made at least two weeks prior to the activity date with complete details about what

modes of operation, date, contact information including phone, names of people attending, reason for

the request and hours of operation that they are requesting the use of the facilities. The written request

must be submitted on form LCRA_ARF-01-2011.

The board and the EMA Director will be the sole determinants of the qualifications of the applicant,

availability of the facility and whether the activity is an appropriate use of the equipment and facilities.

At the next scheduled board meeting the request will be reviewed and voted on. The board will notify

the individual of their decision either by phone, email or in-person.

Upon approval it is the individual’s responsibility to obtain the required training and accreditation from

a qualified mentor for the equipment and mode of operation prior to the activity. (Trainers/Mentors List

LCRA_TM-2011)


Prior to the activity and after accreditation, notification must be filed with the Lake County RACES /

ARES® Secretary.

At the start of the activity a LCRA_ACHK_LST must be filled out and utilized by everyone

participating in the activity.

Upon completion of an activity, the activity checklist and site log must be filed with the Lake County

RACES / ARES® Secretary.

The Secretary will also maintain a list of all members’ accreditation on equipment training. It will be the

member’s responsibility to ensure that his / her accreditations have been entered in the list through

verification of periodic training list publications.



Whereas we the undersigned known as The Lake County RACES / ARES® Board of

Directors do hereby adopt this document to be known as the Equipment Use and

Accountability this 21st day of February 2011.


Record of Changes Lake County RACES / ARES Board Policy Manual

Change / Version

Date of Change

Change Made

By Change Made

LCRB-01-04-2006

3/31/2006 W9GWP Initial submission to Board

LCRB-02-04-2006


LCRB-03-05-2006


LCRB-04-05-2006

4/15/2006 K9DRH Pager Board Approval

LCRB-05-

01-2011

12/24/2010 K9DRH Changed ID requirements to LC EMA

Added Equipment usage pages.

2/9/2011 K9DRH Updated Pager Policy Page

2/19/2011 K9DRH Accepted Changes for approval

2/21/2011 K9DRH Board approved

3/17/2011 K9DRH Inserted signatures for ID and Equipment

Released to web

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